Transcript Slide 1

Self-Service Business Intelligence
for the Product Management Department
(Concurrency Corporation)
Contents
Executive Summary
Current State Analysis
Future State Analysis
Adoption & Implementation Planning
Next Steps
2
Background
Your organization currently faces a number of challenges
related to its departmental performance reporting
processes, including:
Departmental analysts must work through IT department to collect
performance data from LOB systems
Access to info is available to the few, not the many
Professional staff time is spent collecting and validating data,
leaving little time for analysis and taking time from their regular
jobs
IT perceived as a bottleneck for the few execs who do see LOB
data
Long reporting process taking 10 days cycle time per month,
leading to out-of-date reports when finalized
Limited integration between financial, operational, and
unstructured information sources creates integration problems for
users to coordinate reports
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Engagement Participants
Participant Name
Department
Role
(name)
(department)
(title)
(name)
(department)
(title)
(name)
(department)
(title)
(name)
(department)
(title)
(name)
(department)
(title)
(name)
(department)
(title)
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Executive Summary
Concurrency proposes expanding upon your current
Office System deployment to incorporate self-service
analysis and reporting capabilities in Office 2010 to
improve information access and streamline departmental
reporting processes.
Implementing the proposed Self-Service BI Solution will
provide you with:
Self-service access to critical performance information
More accurate and timely performance reports resulting in better
management business decisions
Ability to link operational data to KPI reports
55% decrease in labor required to develop performance report
Reduce overall reporting cycle time by 80%
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Executive Summary
6
Contents
Executive Summary
Current State Analysis
Future State Analysis
Adoption & Implementation Planning
Next Steps
7
Current State Process Analysis
Performance Reporting Process Analysis Summary
Gather /
Consolidate
Data
Develop Draft
Report
Analyze
Performance
Report
Distribute
Report
Process
Phase
Description
Departmental analyst
generates performance
report template, requests
and consolidates data from
IT
Using data complied from IT,
departmental analyst develops
draft performance report by
manually merging structured
and unstructured LOB data
into report template for
analysis and distribution
Performance report analyzed
and key findings or areas of
concern identified and
highlighted manually
Performance report emailed to
appropriate departmental
distribution list
Key
Stakeholders
• Departmental Analyst
• LOB Managers
• IT Department
• Departmental Analyst
• LOB Managers
• Departmental Analyst
• LOB Managers
•
•
•
•
• Limited information
access
• Lengthy, manual process
involving back and forth
with IT
• Limited transparency –
don’t know status of
reports from LOBs
• Data is stored in different
systems which are not
linked.
• Tedious to consolidate and
merge information from
multiple structured and
unstructured LOB data
sources
• Few if any reusable
performance reporting
templates
• Data sources sometimes
conflict – data quality issues
• Time consuming process
reduces analysis time
• Majority of time is spent
manually gathering and
manipulating data, with
limited time left to analyze
data
• Difficult to quickly identify
issues or trends in
performance data
• All reviews are done via
exchange of spreadsheets
and email
• Limited report visibility due
to email distribution (too
many emails)
• Inability to easily compare
one month’s report to the
previous month’s
• Performance reports tend
to be obsolete when
finalized.
• Difficult to predict time to
allocate to task.
• Difficult to use data sources
left out of analysis, creating
an incomplete performance
picture
• Costly and time consuming
reporting process
• Lack of time to analyze
reports increases risk that
important issues will be
missed
• Limited management
visibility into actual
departmental performance
High-Level
Problems
Identified
Impact
Departmental Analyst
Departmental Management
LOB Managers
IT Department
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Current State Process Diagram
Total
Labor:
3.5
Total
Labor:
1.0
Total
Labor:
11.25
Total
Elapsed
Time: 7
Days
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Current State Process Diagram
Total
Labor: 0.75
Total
Labor: 1.25
Total
Labor: 2.0
Total
Labor: 8.5
Total
Elapsed
Time: 3
Days
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Contents
Executive Summary
Current State Analysis
Future State Analysis
Adoption & Implementation Planning
Next Steps
11
Future
State
Process
Analysis
Performance Reporting Process Phases – Analysis Summary
Gather /
Consolidate
Data
New Process
Phase
Description
Develop Draft
Report
Analyze
Performance
Report
Distribute
Report
Departmental analyst
gathers and consolidates
data from multiple
structured and
unstructured sources via
self-service data access.
Departmental analyst
adds consolidated data to
existing report template
for analysis.
Analyze report and post to team
workspace for LOB Manager
review.
Report posted to team site and
Departmental Management can
review via integrated performance
dashboard.
• Departmental Analyst
• Departmental Analyst
• Departmental Analyst
• LOB Managers
•
•
•
•
High-Level
Improvements
• IT and LOB Manager
involvement no longer
required for data
access
• Browser-based access
to data streamlines
data gathering process
• Improved search
capabilities makes it
easier to find
appropriate information
at the right time
• Easily integrate both
structured and
unstructured information
into analysis
• Streamlined LOB and
performance data
integration from
disparate sources
• Quickly analyze performance
data to identify trends and
potential issues using familiar
tools
• Visually convey performance
data using Chart Web Parts
• Easily share and collaborate
with LOB Managers using
SharePoint team workspace
• Eliminate need to send Excel
workbooks and files via email
• Current and historical
performance reports posted to
team SharePoint site
• Executive dashboard provides
Departmental Management with
easy to view KPI status
• Eliminate need to send Excel
workbooks and files via email
Impact /
Benefit
• Reduced cost to
gather/consolidate
data as IT and LOB
Managers involvement
limited
• Significantly streamline
time to complete
process phase
• Much faster draft report
development processes
• Significantly decreased
time and effort to
incorporate data from
multiple sources into
report
• Improved ability to identify
and isolate trends and
performance issues, leading
to better decision making
• More time available for
analysis reduces risk of
missing key issues
• Management able to make
better decisions and react more
quickly to changing business
conditions
Key
Stakeholders
Departmental Analyst
Departmental Management
LOB Managers
IT Department
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Prioritized Process Solutions
High 5
Integrate performance data with planning
data, operational systems, and
unstructured sources
(SharePoint Server 2010 with PerformancePoint
Services and Excel Services)
Level
3
Of
Complexity
Develop Executive Performance Dashboard
(SharePoint Server 2010 with PerformancePoint
Services and Excel Services)
Open Access to Performance Report
Editing by LOB Managers
(SharePoint Server 2010 )
Automated report distribution,
publishing, and sharing
(SharePoint Server 2010)
Low
1
1
Low
3
Value to Business
5
High
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Future State Process Diagram
Total
Labor:
4.25
Total
Elapsed
Time: 1
Day
14
Future State Process Diagram
Total
Labor: 1.0
Total
Labor: 2.75
Total
Labor: 2.0
Total
Labor: 3.5
Total
Elapsed
Time: 1
Day
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Anticipated Benefits - Process
ID
1
2
3
4
Process
Phase
Improvement
Description
Benefits
Technology
Leveraged
KPI Impact(s)
Affected
Stakeholders
Gather /
Consolidate
Data
• Self-service Departmental
Analyst data access
eliminates need for IT &
LOB Manager involvement
in phase
• Browser-based access to
data sources
• Improved search capabilities
makes it easier to find right
information at the right time
• Reduced cost to
gather/consolidate
data as IT and LOB
Managers
involvement limited
• Significantly
streamline time to
complete process
phase
SharePoint Server
2010 with
PerformancePoint
Services and
Excel Services
• 57% decrease in
labor required
• 90% decrease in
process cycle
time.
• Departmental
Analyst
• LOB Managers
• IT Department
• Easily integrate both
structured and unstructured
information into analysis
• Streamlined LOB and
performance data
integration from disparate
sources
• Much faster draft
report development
processes
• Significantly
decreased time and
effort to incorporate
data from multiple
sources into report
SharePoint Server
2010 with
PerformancePoint
Services and
Excel Services
• 83% decrease in
labor required
• 75% decrease in
process cycle
time.
• Departmental
Analyst
• LOB Managers
• Quickly analyze
performance data to identify
trends and potential issues
using familiar tools
• Visually convey
performance data using
Chart Web Parts
• Easily share and collaborate
with LOB Managers using
SharePoint team workspace
• Improved ability to
identify and isolate
trends and
performance issues,
leading to better
decision making
• More time available
for analysis reduces
risk of missing key
issues
SharePoint Server
2010 with
PerformancePoint
Services and
Excel Services
• 71% decrease in
labor required
• 75% decrease in
process cycle
time.
• Departmental
Analyst
• LOB Managers
• Develop Executive
Performance Dashboard
• Automated report
distribution, publishing, and
sharing
• Management able to
make better
decisions and react
more quickly to
changing business
conditions
SharePoint Server
2010 with
PerformancePoint
Services and
Excel Services
• 3% decrease in
labor required
• 50% decrease in
process cycle
time.
• Departmental
Analyst
• Departmental
Management
• LOB Managers
• IT Department
Develop
Draft Report
Analyze
Performance
Report
Distribute
Report
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Contents
Executive Summary
Current State Analysis
Future State Analysis
Adoption & Implementation Planning
Next Steps
17
Adoption & Implementation
Planning Summary
ID
1
2
Improvement
Description
Resources Required
Implementation
Owner
Additional
Stakeholders
Automated report
distribution, publishing,
and sharing
• IT department resources for solution
development and/or project management
• Departmental analyst volunteers for pilot
testing
• LOB managers for evaluation support and
communication
• Departmental
Manager
• Departmental Analyst
• LOB Managers
• IT Department
Integrate performance
data with planning data,
operational systems, and
unstructured sources
• IT department resources for solution
development and/or project management
• Departmental analyst volunteers for pilot
testing
• LOB managers for evaluation support and
communication
• Departmental
Manager
• Departmental Analyst
• LOB Managers
• IT Department
Develop Executive
Performance Dashboard
• IT department resources for solution
development and/or project management
• Departmental analyst volunteers for pilot
testing
• LOB managers for evaluation support and
communication
• Departmental
Manager
• Departmental Analyst
• LOB Managers
• IT Department
• IT department resources for solution
development and/or project management
• Departmental analyst volunteers for pilot
testing
• LOB managers for evaluation support and
communication
• Departmental
Manager
• Departmental Analyst
• LOB Managers
• IT Department
3
4
Open Access to
Performance Report
Editing by LOB Managers
Notes
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Potential Adoption Roadblocks
Stakeholder
Group
Anticipated Resistance to Change
Degree to which
Resistance will Limit
Initiative Success
Mitigation actions
Technical
IT Department
N/A
N/A
N/A
Departmental
Analysts
Some reluctance to use new tools
Mid
•Develop brief training
document and FAQ
LOB Managers
Some reluctance to use new tools
Mid
•Develop brief training
document and FAQ
Departmental
Manager
Some reluctance to use new tools
Low
•Develop brief training
document and FAQ
IT Department
Strong ownership of multiple process phases;
feels that current process is “good enough”
Mid
•Reward involvement in
deployment and participation
Departmental
Analysts
Staff may be reluctant to change current
business practices
Low
•Highlight time saving benefits
of solution
LOB Managers
Departments have realized limited value from
analytics and reporting solutions to date; concern
that new solution will repeat problems of previous
solutions
Departmental
Manager
Interested in bottom line; show me the money
Cultural
Mid
Mid
•Highlight short-term and longterm process and information
benefits
•Monitor and report on ongoing
performance
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Adoption Roadblock Mitigation
Actions by Stakeholder
Adoption
Category
Awareness
Value
Demonstration
Integration &
Alignment
IT Department
Departmental Analysts
LOB Managers
Departmental Manager
Awareness generating
communications via email,
newsletters, manager
meetings, etc., targeted to
stakeholder group and
concerns
Awareness generating
communications via
email, newsletters,
manager meetings, etc.,
targeted to stakeholder
group and concerns
Awareness generating
communications via
email, newsletters,
manager meetings, etc.,
targeted to stakeholder
group and concerns
Awareness generating
communications via email,
newsletters, manager
meetings, etc., targeted to
stakeholder group and
concerns
Emphasize performance
process and productivity
improvements to
department as well as
economic cost and
implementation timeline.
Demonstrate
improvement in
productivity through
quick hits and quick
wins; also show overall
process improvements
and reduced impact on
staff. Provide useful
tactical training to
support roll-out.
Demonstrate
improvement in
productivity through
quick hits and quick
wins; also show overall
process improvements
and reduced impact on
staff. Provide useful
tactical training to
support roll-out.
Demonstrate both
improvement in
productivity through quick
hits and quick wins; also
show overall process
improvements. Provide
useful tactical training to
support roll-out.
Ensure proposed
solutions/ initiatives are
aligned with both with
business and IT strategy
and direction
Ensure proposed
solutions/ initiatives are
aligned with both with
business and IT strategy
and direction
Ensure proposed
solutions/ initiatives are
aligned with both with
business and IT strategy
and direction
Ensure proposed
solutions/ initiatives are
aligned with both with
business and IT strategy
and direction
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Contents
Executive Summary
Current State Analysis
Future State Analysis
Adoption & Implementation Planning
Next Steps
21
Next Steps
Review presentation and proposal with decision
maker(s) and stakeholders for approval
Consider a SharePoint Deployment Planning
Services (SDPS) follow-up engagement
Execute work order for project
Schedule kick off meeting for week of _____ and
weekly status meetings
Propose schedule:
A) Deadlines for initial milestones, or
B) Date to finalize initial milestones
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